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HomeMy Public PortalAboutVehicle Use GPS Fleet Management System Policy COUNCIL Page 1 of 5 POLICY Effective Date May 13, 2016 Section: Corporate Title: Vehicle Use /GPS Fleet Management System 1.0 POLICY STATEMENT To outline procedures and responsibilities for every Town of Oliver employee when operating Town owned or leased vehicles or equipment. 2.0 GENERAL The Town of Oliver vehicles and equipment are to be used for official purposes only. Employees are authorized to operate vehicles and equipment, and are responsible for vehicle and equipment care and security while operating. Designated positions are assigned by the Chief Administrative Officer (CAO) or designate for use of a Town owned vehicle for use at work and for travel to and from work. Use of such Town vehicles for purposes other than work or travel to and from work is prohibited, excluding employees who are on a scheduled on- call rotation. The GPS Fleet Management System is to ensure the safety of employees and improve the efficiency and effectiveness, enhance fleet management, improve operational performance, and to respond to service requests, concerns or complaints. 3.0 PROCEDURE Drivers’ Responsibilities 1. Employees and authorized volunteers provided with a Town vehicle are to use the vehicle for official work purposes, or where otherwise permitted. 2. Only Town employees and authorized volunteers may ride in a Town vehicle. 3. Town employees and authorized volunteers that are permitted to use Town owned or leased vehicles/equipment must possess a valid B.C. driver’s license, permitting the use of the vehicle they are authorized to operate. Vehicle Use Policy/GPS Fleet Management System Page 2 of 5 4. Any employee under the Graduated Licensing Program must adhere to the requirements of the program and must affix the appropriate decal on the vehicle they are operating. 5. All new employees and authorized volunteers who are permitted to operate Town of Oliver owned or leased vehicles are required to submit a current driver abstract to the CAO or designate prior to operating Town vehicles. In the event there is a cost for the driver abstract the Town will cover the charge. 6. The Town of Oliver will obtain updated driver abstracts on an annual basis, before January 15th, for employees and authorized volunteers who operate Town owned or leased vehicles. In the event there is a cost for the driver abstract the Town will cover the charge. 7. In the event of a license suspension, the employee or authorized volunteer must notify their Manager, or designate, immediately. Town vehicle use privilege will be suspended and disciplinary action may result, subject to any statutory employment requirements or constraints. 8. Use of Town vehicles for trips to and from work are a taxable benefit to the employee as per Revenue Canada policy. 9. Use of Town owned vehicles by non-Town employees shall not be permitted without written authorization from either the CAO or designate. 10. Town employees who operate Town vehicles/equipment may be assigned a fuel purchase card for which they are fully responsible. Loss, damage or theft of a fuel card must be reported to the card administrator immediately. The card is to be used for purchasing fuel for Town vehicles/equipment only. 11. All drivers and passengers must wear seat belts and obey all traffic laws. 12. Any driver operating a Town owned or leased vehicle or item of equipment who is charged in contravention of the laws of British Columbia or Canada will be responsible for fines or other costs associated with that violation. 13. The Town is responsible for all operating, maintenance, insurance and other associated costs related to Town owned or leased vehicles and equipment. 14. Town employees must report any and all vehicle/equipment defects or damage to the Director of Operation, or designate, in a timely manner to ensure repairs are performed to address safety issues and minimize vehicle/equipment downtime. Vehicle Use Policy/GPS Fleet Management System Page 3 of 5 15. All employees must ensure Town vehicles/equipment are kept externally clean and free of litter and debris internally. 16. Smoking is not permitted in any Town vehicle/equipment. 17. Use of electronic devices, except meter reading equipment and radio communication devices, is not permitted in any Town vehicle/equipment when vehicle is in operation. 18. Employees and authorized volunteers must ensure the vehicle/equipment is stored in a secure manner. For greater clarity, all doors and windows are to be secure and all electrical circuits are to be disabled. After the vehicle/equipment is secured, the employee is to return the ignition keys to the designated storage location. GPS Fleet Management System: 19. Town vehicles and equipment may be equipped with GPS Fleet Management System and the Director of Operations or designate is responsible to advise all employees of which vehicles are equipped with GPS. 20. No employee or authorized volunteers shall knowingly tamper with vehicle equipment including GPS systems. Any employee found to have tampered with GPS systems will be subject to disciplinary action, subject to any statutory employment requirements or restraints. 21. Employees must only use the DRIVER ID KEY FOB assigned to them for their use. If a DRIVER ID KEY FOB is left in a vehicle it is to be returned to the Director of Operations or designate. 22. The GPS system will be used as a management tool to monitor and improve effectiveness and efficiency of the Town's fleet. Managers may investigate any issues relating to the operation of the vehicle at their discretion. Disciplinary action may result from the investigation, subject to any statutory employment requirements or constraints. 23. GPS information will not be used for continuous, real-time monitoring of staff members for performance management purposes. The Town reserves the right, where reasonable grounds for concern exist, to use the GPS information to investigate misconduct and/or to educate its workforce. 24. Serious or repeated driving violations will be addressed by the department manager and may lead to disciplinary action, subject to any statutory employment requirements or constraints. Vehicle Use Policy/GPS Fleet Management System Page 4 of 5 25. All employees and volunteers authorized to drive a Town vehicle/equipment will be supplied with a key Driver ID Key FOB. The employee and authorized volunteer shall be provided one additional key Driver ID Key FOB if the original key Driver ID Key FOB is lost, stolen or damaged, but will be responsible for the replacement cost (2016 - 2018 = $8.00) of additional lost, stolen, or damaged Driver ID Key FOBs. Driver ID Key FOBs that sustain accidental damage at work will be replaced by the Town. 26. The Town will address all internal and external complaints received regarding the operation of Town vehicles and equipment and may use the GPS system to investigate any allegations regarding violations to the Motor Vehicle Act or this Policy. 27. Employees who are entitled to take Town equipment home, as part of their job description, employee contract, or after hours standby will be subject to GPS data collection and the use of the data in the same manner as during regular working hours. Handling/Recording/Retention/Disposal of GPS Information 28. Administration and rights to data access will be determined and established by the Director of Operations or designate. Information will be treated in accordance with applicable legislation, regulation, policy and practice. 29. GPS information includes, but not limited to data such as: vehicle location, work zone identification, seatbelt engagement, distance travelled, start and stop times, idle time, speed, hard braking or acceleration, accident indicators and engine/mechanical performance. 30. The Town may disclose GPS information in compliance with legislation where an order is received from a court or body with authority to compel production of the records. 31. When GPS information is linked to a specific employee, this may constitute personal information. Personal information shall be treated in accordance with applicable privacy requirements. 32. Data is collected, maintained and secure on a Canadian Q9 Network server up to 20 years from the date of capture. 33. Un-authorized data use will be protected by way of security measures implemented by the service provider or the Information Technology contractor. Vehicle Use Policy/GPS Fleet Management System Page 5 of 5 Accident Reporting 34. All accidents involving a Town owned or leased vehicle/equipment must be immediately reported to the employee’s immediate supervisor. 35. The Director of Operations, or designate, shall initiate an accident investigation which shall include the employee and the immediate supervisor. 36. Drivers who have been at fault in two or more preventable accidents where the vehicle driver is at fault, in which their actions resulted in damage to vehicle or property in excess of $2000, may be subject to a number of the following corrective measures, including: a. A verbal and written warning; b. Suspension of driving privileges with the Town’s vehicles or equipment resulting in a possible reassignment of duties and a reduction in pay grade; c. Immediate and successful completion of a Defensive Driving Course at the Town’s expense; d. Restriction as to the types of Town equipment that may be operated; e. Suspension without pay; and/or f. More severe discipline, up to, and including termination, subject to any statutory employment requirements or restraints. 37. At no time shall a Town employee make statements, assume or admit guilt regarding an accident in which he or she was involved without first notifying his/her immediate supervisor. A driver must remain at the scene until instructed to leave by a supervisor. 38. Any repair cost arising from accidents, except for demonstrated misuse of the vehicle or equipment, is the responsibility of the Town.